Events Coordinator

POSITION SUMMARY

Our events bring the Vistage community together — from intimate roundtables to national Leadership Forums. As Events Coordinator, you'll support the delivery of a growing programme of in-person and virtual events across the UK and Ireland, working closely with the events team on everything from logistics and supplier relationships to on-the-day delivery, from planning through to follow-up. This is a hands-on role for someone who takes pride in getting the details right and feels at ease working with a senior audience of CEOs and business leaders. You'll juggle multiple events at once, stay calm under pressure, and bring the organisation and care that gives members and Chairs a seamless experience every time.

THE COMPANY

Vistage is the world’s largest CEO coaching and peer advisory organisation for small and medium size business (SME) leaders. We offer the most effective approach for SME enterprises to achieve better results and grow faster as well as for SME leaders to maximise their impact.

The 45,000+ members we serve are MDs/CEOs, owners and executives of SMEB organisations located across the UK and around the world. These SME executives typically spend a day or more with Vistage every month to immerse themselves in our comprehensive platform for making better decisions, getting better results and becoming better leaders. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), and deep insights from subject matter experts.

Vistage was founded more than 65 years ago and we’ve grown every year since then by innovating to stay on the cutting-edge of business and being relentless in delivering value to our members. Our success is demonstrated by the fact that Vistage member companies grow 2.2 times faster than non-Vistage peer companies. Learn more about us at vistage.co.uk.

VISTAGE EMPLOYEE LIFE

Vistage’s success is anchored by a unique culture which reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace.Here’s a sample of the employee experience that helps drive our success:

• Welcome to our home. Our UK Office sits in Hedge End, Southampton while out US headquarters sits in San Diego, California. The Hedge End office features an open, modern aesthetic with lots of collaboration spaces and free coffee!
• We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager.We focus on promoting from within and employee progression plans are complemented by all, we invest in staff development days as well as access to tons of individualised development resources and a tuition reimbursement program.
• We invest in you.Our employee benefits program incredibly generous! We offer life insurance of 4 times your base salary up to a maximum £1,250,000 benefit. Take care of your financial future with a pension plan where employees are automatically enrolled at a 5% contribution, and matching of 4%. You’ll also start with 20 days annual leave to allow you to relax and recharge . . . employees receive additional annual paid days off based on tenure. All employee’s also have access to our Employee Assistance Programme, Travel Emergency Service, and more!
• We keep it fun! Whether you’re enjoying office celebrations or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules that take a hybrid approach, splitting time between working in the office and working from home on an agreed cadence. We value mutual respect and laughter . . . we hate stiff formality.

Vistage’s culture and sense of mission drives employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey?

RESPONSIBILITIES:

Event planning and coordination

• Plan and deliver a varied programme of in-person and virtual events across the UK and Ireland, from intimate roundtables to large-scale Forums and Headline events
• Own the end-to-end event timeline, from initial brief through to post-event wrap-up
• Coordinate AV production and technical requirements for both physical and virtual formats
• Maintain event documentation, running orders, and briefing packs

Event delivery

• Coordinate all logistics including travel, accommodation, catering, signage, and delegate materials
• Coordinate speaker logistics, from booking confirmation through to on-the-day contact
• Brief and lead the on-site team, ensuring every element runs to schedule
• Act as the operational point of contact on the day, resolving issues as they arise
• Deliver post-event breakdown, supplier reconciliation, and feedback capture

Marketing and communications

• Work closely with the Marketing team to make sure landing pages are published before and after each event
• Draft and deliver pre-event and post-event communications
• Prepare and distribute invitations
• Track registrations against targets and drive attendance through timely follow-up
• Support social media activity around each event

Reporting

• Use Cvent, RegFox and Salesforce for registration management, data capture, and reporting
• Produce post-event reports covering attendance, feedback, and spend

Sponsorship support

• Support the Partnership and Strategy Manager with sponsor set-up and on-site delivery
• Help ensure sponsor deliverables are met at every event

QUALIFICATIONS

Experience

• Five or more years coordinating high-quality events for a senior or executive audience
• Experience delivering both in-person and virtual events
• Confident with AV requirements and virtual platforms including Zoom and Microsoft Teams

Skills

• Able to run multiple events at different stages simultaneously
• Excellent written and verbal communication, with the confidence to deal directly with senior executives and speakers
• Proficient in Microsoft Office, particularly PowerPoint and Excel
• Salesforce and Cvent experience is essential

Key attributes

• Proactive, detail-oriented, and calm under pressure
• Strong problem-solver with sound logistical judgement
• Comfortable working independently and as part of a small team
• Reliable and trustworthy, full clean driving licence required
• Willing to travel across the UK and Ireland, with occasional overnight stays

COMPENSATION

Competitive base salary plus performance-related bonus. Details discussed at interview stage.

JOB LOCATION

Two days per week required at the Vistage UK office in Southampton (Hedge End). UK-wide travel for NCM, CEO Tables Chair Edition, regional events, forums, and Chair community engagement. The National Chair Meeting and flagship events are non-negotiable in-person commitments.